Melanie Smith

Executive Assistant / Logistics Coordinator / Event Manager Toronto  

 

 

Experience

 

The Samuel Family Foundation, Toronto - Executive Assistant to the President and Chair

MAY 2019 - SEPTEMBER 2019

 

● Extensive calendar management, coordinating professional and social calendars with continually shifting priorities

● High level of discretion involving a high profile philanthropist

● Event management: key coordinator for The Global Symposium on Reimagining Community in the 21st Century

● Liaise with high level representatives of global, partner organizations

 

Orange Gate Consulting, Toronto - Executive Assistant

DECEMBER 2018 - MARCH 2019 (short tenure due to downsizing)

● Event Management: coordinate CEO’s extensive travel and speaking schedule, including presentation preparation and all logistics, tech conference logistics, and events hosted by company

● Office management and HR including onboarding and offboarding employees and payroll, and vendor relations

● Key liaison with bookkeeper to streamline financial transactions

● Coordinated office move on one month notice

 

Craig Dowden & Associates, Toronto - Executive Coordinator

 

JANUARY 2018 - DECEMBER 2018

● Administrative coordinator for executive leadership coach

● Strategic brand management/business development including current client outreach and engagement initiatives

 

Globalive Capital Inc., Toronto - Executive Assistant to Chairman

MARCH 2016 - OCTOBER 2017

● Direct support to a high profile VIP tech investment executive and entrepreneur with high media and public visibility, including managing a continually changing calendar and logistical coordination with multiple parties and complicated travel arrangements

● Worked with various media and PR representatives to manage speaking engagements at tech and other events

● Worked directly with corporate executive team to coordinate business meetings and facilitate corporate documentation

● Expense tracking and management

● Managed on site events including video interviews between Chairman and various CEOs at in-house recording studio

 

 

Fort Effect, Toronto - Executive Assistant

 

SEPTEMBER 2012 - DECEMBER 2015

● Kept senior executive/tech entrepreneur on track with a demanding, continually changing meeting schedule, requiring complex international travel coordination

● Calendar coordination between several complex business calendars, with frequent changes, requiring complex logistical changes amongst multiple parties and management of all travel-related travel issues

● Maintained and tracked complex expense and financial tracking

● Handled sensitive, private information with discretion and confidentiality

 

Romona Keveza Collection, Toronto, ON - Personal/Executive Assistant, Client Relations Assistant

 

FEBRUARY 2011 - JUNE 2012

● Extensive calendar management appointments in New York, Toronto, and abroad, for well-known couture designer

● Worked directly with clients to resolve order issues; ensured order accuracy while keeping time with production deadlines

● Office management, including liaising with facilities management, managing equipment and technical issues, office and production supplies, sourcing new equipment, adhering to tight budgetary guidelines 2008 - 2010 - Out of workforce due to family obligations

 

Pizza Pizza Limited, Toronto - Executive Assistant

FEBRUARY 2007 - DECEMBER 2007

● Complex calendar and meeting coordination, including frequent travel and meeting arrangements

● Operational support, including sourcing vendors, office supply management within a tight budget

● Frequent minute taking, plus distribution and proactive tracking of action items. Filing system management

● Tracked staff hours and vacation schedules, produced expense reports and credit card reconciliation

 

 

Skills

“Swiss Army Knife” - highly adaptable and capable

Project and deadline focused

Ability to manage multiple, shifting priorities, with complex logistical coordination skills

Relationship builder with professionalism, proactivity, and discretion

 

Exceptional skill with senior-level, high profile individuals

 

Event coordination

 

Excellent writer, editor, researcher, and document and presentation editor and creator

 

Outlook, Word, Excel, Powerpoint, Salesforce, Mac, various database applications.  Quick learner of new programs

 

Virtual/remote assistance

Education 

 

BA, Anthropology

Simon Fraser University, Vancouver, BC

Projects/Volunteering

 

 

VRTO (Virtual Reality Toronto)Annual Conference, Toronto

Logistics & VIP Speaker Coordinator

2017 - 2019

 

Coordinated 100 speakers and 25 volunteers over the course of a 3 day intensive conference including workshops

 

Demonstrated ability to graciously manage multiple, simultaneous priorities, finding solutions to a wide range of questions

 

FIVARS (Festival of International Virtual and Augmented Reality Stories) - Annual Film Festival, Toronto

 

Volunteer Coordinator

2017-2019

 

Volunteer Coordinator for Virtual Reality film festival - ensuring that volunteers are trained in VR tech, and ensuring they are capable of troubleshooting and interacting with members of the public to maximize their festival experience

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